Receptionist / Administrator

Job summary

To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, patient registration, booking appointments, processing of information (electronic and hard copy) and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

Main duties of the job

Excellent communication skills (written and oral)

Strong IT skills

Clear, polite telephone manner

Competent in the use of Office and Outlook

Systmone user skills

Effective time management (Planning & Organising)

Ability to work as a team member and autonomously

Good interpersonal skills

Problem solving & analytical skills

Ability to follow policy and procedure

About us

Park Lane Practice and Phoenix Surgery is a forward thinking team embracing innovative ways of working in these changing times within primary care.

We are an open, honest and supportive team with a high professional ethic to deliver patient services.

Details

• Date posted: 19 October 2026
• Pay scheme: Other
• Salary: Depending on experience
• Contract: Permanent
• Working pattern: Part-time, Flexible working
• Reference number: A3623-26-0022
• Job locations: 7-9 Park Lane, Swindon, SN1 5HG, United Kingdom, Park Lane, Swindon, SN1 5HG, United Kingdom, Dunwich Drive, Toothill, Swindon, SN5 8SX, United Kingdom

Job responsibilities

a. Maintaining and monitoring the practice appointment system

b. Process personal, telephone and e-requests for appointments

c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

d. Action all incoming correspondence ie post and email

e. Signpost patients to the correct service

f. Process incoming and outgoing mail

g. Initiating contact with and responding to, requests from patients, team members and external agencies

h. Process referrals to external agencies such as secondary care using the electronic referral system (ERS) as required

i. Process calling letters are requested

j. Process all DNA letters in accordance with current policy

k. Action GP2GP tasks

l. Read code data on Systm1 clinical system

m. Photocopy documentation as required

n. File and store records as required

o. Data entry of new and temporary registrations and relevant patient information as required

p. Input data into the patients healthcare records as necessary

q. Scanning of patient related documentation and attaching scanned documents to patients healthcare records

r. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team

s. Manage all queries (including administrative queries) as necessary in an efficient & professional manner

t. Carry out system searches as requested

u. Maintain a clean, tidy, effective working area at all times

v. Monitor and maintain the reception area and notice boards

Support all clinical staff with general tasks as requested